Overview

We are seeking a dynamic and organized Receptionist/Administrator to join our team! This vital role combines front desk responsibilities with administrative support, ensuring smooth daily operations and exceptional customer service. The ideal candidate will be energetic, detail-oriented, and proficient in managing multiple tasks efficiently.

You will serve as the first point of contact for visitors and callers, while also handling essential clerical duties that keep our office running seamlessly. This paid position offers an exciting opportunity to develop your administrative skills within a professional environment committed to growth and excellence.

Duties

- Greet and welcome clients, visitors, and prospective clients in a professional and courteous manner.
- Answer and direct incoming telephone calls, emails, and general inquiries.
- Schedule and coordinate client consultations, appointments, meetings, and follow-ups.
- Maintain and update client records, contact information, appointment schedules, and office databases.
- Receive, organize, scan, photocopy, and securely file client documents and correspondence.
- Assist clients with general administrative inquiries regarding appointment procedures, document submission, and office processes.
- Provide clients with basic information about immigration services and direct case-specific legal or immigration questions to the appropriate immigration professional.
- Prepare and organize forms, checklists, correspondence, invoices, and other administrative documents under supervision.
- Follow up with clients regarding missing documents, appointments, payments, signatures, and outstanding administrative requirements.
- Receive and record payments, issue receipts, and maintain basic payment records in accordance with office procedures.
- Maintain confidentiality and securely handle personal and immigration-related client information.
- Assist immigration caseworkers and consultants with administrative tasks, document organization, and file preparation.




- Monitor incoming and outgoing correspondence, courier packages, and document deliveries.
- Maintain an organized reception area and ensure office supplies and administrative materials are adequately stocked.
- Enter and update information accurately in electronic databases and case-management systems.
- Assist with preparing client intake packages and collecting required information for new files.
- Perform general clerical duties such as data entry, printing, photocopying, scanning, filing, and document management.
- Follow established office policies, privacy procedures, and professional standards when dealing with clients and their information.

Qualifications

- Proven office experience with strong organizational skills and attention to detail
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and basic computer skills
- Experience with QuickBooks or similar bookkeeping software is highly desirable
- Prior clerical or administrative experience in a medical or dental office is a plus
- Excellent phone etiquette and customer service skills to handle front desk interactions effectively
- Ability to perform data entry quickly and accurately with high typing speed and proofreading skills
- Familiarity with multi-line phone systems and filing systems to ensure smooth office operations
- Strong organizational skills with the ability to prioritize tasks efficiently in a rapid-paced environment
- Willingness to learn Canadian immigration terminology, office procedures, and client intake processes.
- Ability to follow instructions and established company policies and procedures.
- Immigration background or professional experience in immigration would be an asset.

Join us as a Receptionist/Administrator where your energy meets purpose! Bring your organizational talents, technical skills, and enthusiasm to create a positive impact every day. We’re dedicated to supporting your professional growth while providing an engaging work environment that values your contributions. Pay: $30,000.00-$35,000.00 per year

Work Location: In person

📌 immigration Receptionist/Administration (Brampton)
🏢 VG Immigration Services
📍 Brampton